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Study Notes
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Project Management Institute, Inc.
Points to Note
Please read Chapter 1, Chapter 2, and Chapter 3 from Project Management Institute, A Guide
to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project
Management Institute, Inc., 2013 (pages 1 to 61).
The study notes explains topics that are important for PMP exam preparation and you can
expect several questions from these topics.
Pay close attention to all the terms used. It is very important to understand all the concepts
discussed in this chapter.
Try to relate the concepts to real life examples.
After reading the study notes, please read, understand, and answer the chapter test
questions in this knowledge area. The chapter questions improve your understanding of the
concepts discussed in the study notes.
What is a Project?
*Project is a temporary endeavor undertaken to create a unique product, service, or result.
Features of project:
Temporary: Project has a definite beginning and a definite ending. The duration may vary from one day to
even a few years but ultimately all projects must either meet their objectives or be terminated. Please
note that even though the projects are temporary, the products or services created by them may far outlast
the projects themselves.
Unique product, service or result: All projects create something unique which has never been created
before. A product or service may be unique to whatever category it belongs (e.g., a project to create a
building has a unique design, location, resources, etc.).
Please visualize those situations at your work place and check whether what you are working on is in fact a
project or some other engagement, taking into account the following guidelines that help you understand some
of the characteristics of a project:
Does it have features of operations that are repetitive, and required to sustain business?
Does it relate to merely fixing something which is broken or making minor modifications or carrying on
maintenance activities (e.g., making changes in a document or website, resolving minor issues, etc.)?
These activities will not produce a unique product and are hence not projects.
Does the work require you to follow project management practices (e.g., does it require you to use expert
knowledge discussed in several PMBOK Guide Knowledge Areas such as Integration Management, Time
Management, Scope Management, Cost Management, etc.?)? Does it require a project plan to be created
and Project Manager assigned? If answers to these questions are No, then you are not dealing with
projects.
Important: Please read PMBOK Guide Fifth Edition (pages 3 and 4) which cites examples of projects and how
they can be identified.
*This definition is taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project
Management Institute, Inc., 2013
Operations
Duration
Ongoing activity
Objective
Sustain business
Sustain business
End Result
*This definition is taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project
Management Institute, Inc., 2013
It identifies, prioritizes, authorizes, controls, and manages projects, programs, and other
related work.
e.g.: A space launch portfolio will include several individual space launch programs. The
Portfolio Manager will be instrumental in determining which space launch programs should be
selected based on risks, returns, human resources, strategic objectives, and other
considerations. Also, all the programs and projects will be managed as part of the portfolio and
follow the standards & guidelines laid down as part of the portfolio.
Important: Please read PMBOK Guide Fifth Edition (pages 7 to 12) which discusses
these concepts in greater detail.
*These definitions are taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition,
Project Management Institute, Inc., 2013
Project Stakeholders
*An individual, group, or organization who may affect, be affected by, or perceive itself to be affected by a
decision, activity, or outcome of the project. Some examples are:
Project Managers:
Responsible for managing the project
Not required to be a technical expert
Customers:
*Person(s) or organization(s) that will pay for the projects product, service, or result (e.g., for a new
computer processor manufacturing project, the computer manufacturers are the customers).
Users:
Those who directly use the projects product (e.g., when a new drug is launched, patients are the users)
Functional Managers:
Responsible for managing the work related to the functional areas of the business
Sponsor:
Provides resources and support for the project, is accountable for the project success, and serves as an
escalation point for important issues.
Project Team:
Group of persons that carries out the project work
Program Managers:
Responsible for managing related projects
Reference: Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide)
Fifth Edition, Project Management Institute, Inc., 2013 Table 2-1, Page 22. Also, please refer PMBOK Guide - Fifth
Edition - Figures 2-1 through 2-6, Pages 22 to 26.
Projectized
Virtually none
Reporting hierarchy
Low
High
Performance Evaluation
Specialized skills
Efficiency of resource
allocation
Career paths
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*These definitions are taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition,
Project Management Institute, Inc., 2013
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The product lifecycle is used to launch a new product. A single product life cycle may have
been generated as an outcome of several projects (multiple project life cycles). For example, a
project undertaken to bring out a new desktop computer in to the market constitutes only one
phase in the product life cycle of the desktop computer.
*Project Life Cycle: The series of phases that a project passes through from its initiation to its
closure.
Understanding the project life cycle constitutes the basic framework needed for managing the
project.
Project Management Life Cycle: It describes the processes required to be followed to
manage the project and are grouped under various process groups (i.e., Initiating, Planning,
Executing, Monitoring & Controlling, and Closing) explained in PMBOK Guide - Fifth Edition.
*These definitions are taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition,
Project Management Institute, Inc., 2013
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13
Start of project
Project Duration
2014 VMEdu, Inc. All rights reserved
End of project
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Start of project
Project Duration
End of project
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Start of project
Project Duration
End of project
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Process Groups
The five process groups or project management process groups are:
Initiating
Planning
Executing
Monitoring and Controlling
Closing
Process groups are linked by the results they produce, i.e., output of one process group
becomes input to the succeeding process group.
Process groups may overlap and interact within phases.
If a project is broken down into several phases (e.g., design, implementation, etc.), then the
process groups will occur in each of these phases.
Note: Please refer PMBOK Guide - Fifth Edition (figure 3-3, Page 53). Please spend some
time in understanding the processes and their interactions. These processes are explained in
detail in subsequent chapters.
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Team Building
Motivating
Influencing
Communicating
Negotiating
Problem Solving
Political and Cultural Awareness
Trust building
Coaching
Conflict Management
Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide) Fifth Edition, Project Management Institute, Inc., 2013, Page 18.
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